HOA Architectural Control Committee - ACC - Data Entry & Administrator

SpectrumAM; San Antonio (TX); Hybrid; USD 17,000 - 24,000; Full time

Benefits offered by this job

Hybrid work model

In-house education and personal growth

5 weeks PTO

11 paid holidays

401k program

Medical, Dental, Vision

Job summary

Spectrum Association Management, based in San Antonio, TX, is seeking an Administrative Specialist to process homeowner applications and documentation for HOA compliance. The role emphasizes accuracy, data handling, and courteous service to homeowners and vendors.

The company offers hybrid work, in-house education and mentorship, a collaborative culture, and robust benefits including PTO, holidays, and a 401k plan. Training is provided with opportunities for growth.

Qualifications

• Strong attention to detail and analytical/auditing skills
• Able to troubleshoot, solve problems, and work independently under deadlines
• Excellent written and verbal communication, professional phone/email etiquette
• Accurate data entry and ability to transfer data across documents and systems
• Provide exceptional service to homeowners and vendors by phone, email, and in person

Responsibilities

• Complete daily tasks related to providing correct and timely documentation within departments and to external clients
• Work behind the scenes in operations, performing repetitive tasks with some homeowner interactions
• Handle inbound/outbound calls to clarify information and requests
• Resolve issues by troubleshooting and coordinating with title companies, boards, vendors, Realtors, and homeowners
• Prepare documents for transactions and ensure timely service

Skills

Data entry

Customer service

Communication skills

Attention to detail

Problem solving

Tools

Microsoft Outlook

Excel

Word

Job description

Administrative Specialist processing homeowner applications for changes to their property while following HOA regulations.

Are you interested in working for a supportive company that is an innovator in its field? Do you enjoy solving challenging problems? Are you a determined self-starter and strong decision maker? Do you have a lifelong love of learning? Do you prefer working on a team?

Joining our team is a great opportunity to take your career and talent to the next level, while working for a company that is committed to helping others within the local community. We are dedicated to being different from other companies, and show this in our employee focus, unique culture, and commitment to creating good for our customers and each other.

We appreciate the people we work with and want to provide our people with the resources and flexibility they need to succeed. Spectrum Association Managementcan offer you:

• Inhouse education, including continued personal development, to expand your knowledge and personal brand

• The freedom to work autonomously

• A friendly and welcoming culture, with activities you can participate in with others, drawings, and fun contests

• A strong team environment whether in the office or working remotely.

We do NOT require experience in our industry. We have a comprehensive training and mentorship program. A successful candidate may have experience in administrative roles, data entry, claims, basic accounting, or back-office experience.

Job summary

Our ACC Administrative Specialists complete daily tasks related to providing correct and timely Documentation within their departments and to external clients, the HOA's we serve. These roles would be behind the scenes working in our operations departments, doing repetitive work and some interactions with our homeowners.

What will the Expectations of this Role be?

• These positions require strong attention to detail and/or analytical/auditing skills.

• Must be able to troubleshoot, solve problems, work independently while adhering to strict deadlines, and work at a fast pace for a long period of time while maintaining accuracy.

• Must also be detail oriented, take pride in producing great work, possess a positive attitude, and enjoy working with a collaborative team environment.

• Must have accurate data entry skills.

• Must have the ability to provide exceptional customer service to our homeowners and vendors over the phone while communicating in a professional and helpful manner.

• Must have clear and concise written and verbal communication skills.

• With accuracy and timely service, prepare documents required for certain transactions to title companies, review boards, vendors, realtors, and/or homeowners.

• Provide exceptional service via phone, email, and in person to internal and external customers.

• Receive inbound calls and make outbound calls as needed to clarify information and requests.

• Field internal questions and troubleshoot and resolve related issues.

What Skills Do We Require of our Administrative Specialists?

• Large amounts of data input and verification are required to ensure accurate account information is maintained. Maintaining a database of correspondence, providing service to various third-party vendors, and time management are required.

• Polished and professional written and verbal communication skills

• Deadline-driven and highly accountable to meeting HOA regulated deadlines for document delivery.

• Analytical and able to research complex issues across various systems and platforms

• Strong attention to detail with the ability to accurately transfer data and information across various documents and computer applications

• Solid customer service skills with ability to handle the following:

• Effectively explain regulations and policies to customers

• Diffuse escalated concerns from customers facing tight deadlines

• Provide timely responses to all email and phone questions from customers

• Self-starter/able to work independently with minimal direction

• Collaborative/team-oriented with ability to handle the following:

  • Proactively collaborate with team to ensure daily work is completed and all deadlines are met

  • Work effectively with others to obtain required documentation within strict time frames

• Strong organization skills

• Experience with software programs such as Microsoft Outlook, Excel, and Word

SPECTRUM ASSOCIATION MANAGEMENT HIGHLIGHTED BENEFITS

We offer a comprehensive package that is more than just a paycheck

• Hybrid Empowerment Plan - Our culture is based on trust. We empower our employees to work in-office and remotely based on the role, requirements of the business, and preference of the employee and manager. Must live in San Antonio, Texas.

• Recognized as Best Places to Work 18 years in a row!

• Fastest Growing Company - Fast Track 50 in 2020.

• San Antonio-based homeowners’ association management company.

• Privately-owned with over 20 years in business, and during all this time, we have never had a lay off.

• Work / Life balance.

• 5 weeks of PTO to allow for rest, travel, family, and your hobbies.

• 11 Paid Holidays

• 40 paid hours per year for community service activities.

• Paid Training with our Internal Learning and Development Management System.

• Full suite of benefits includes- Medical, Dental, Vision, STD/LTD, Life/AD&D and a 401k program.

• Free medical clinic in-house (in San Antonio office - virtual appointments for other offices).

• Well-structured career track plan with a 6-month review.

• Hours: Monday to Friday 8:00 am to 5:00 pm

• Hourly Pay -$15.00/hr.with performance reviews with salary increase opportunities every 6 months

• office location - 17319 San Pedro Avenue, San Antonio, Texas 78232

For more information about Spectrum AM, visit our website at https://spectrumam.com

If your application is a good match, you can expect to be contacted to schedule a phone interview as the next step.

Spectrum Association Management is an Equal Opportunity Employer.